labels, letters & reports - kansas city public schools · 4. in the name box type the name of...
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Labels, Letters & Reports
INTRODUCTION ................................................................................................................................................................ 3
LETTER & FREE-STYLE REPORT CREATION........................................................................................................... 4
The Reports and Letters Screen ............................................................................................................................................................ 5
CreatE A Letter ...................................................................................................................................................................................... 5
Name the Letter ................................................................................................................................................................................ 6
Describe the Letter ............................................................................................................................................................................ 6
Save the Letter to a Specific Area of the System .............................................................................................................................. 6
Letter Permissions – Choose Who Can View/Use the Letter ............................................................................................................ 6
Page Orientation ............................................................................................................................................................................... 6
Heading ............................................................................................................................................................................................. 7
Logos ................................................................................................................................................................................................. 7
Student Name Format ....................................................................................................................................................................... 7
HomeRoom Teacher ......................................................................................................................................................................... 7
Address Printing Options .................................................................................................................................................................. 7
Address to Primary or Alternate Parents .......................................................................................................................................... 8
Addressing Style Options .................................................................................................................................................................. 8
Mailings in Spanish ............................................................................................................................................................................ 8
E-Mail ................................................................................................................................................................................................ 8
Selections .......................................................................................................................................................................................... 9
Letter Body 1 ..................................................................................................................................................................................... 9
Fields ............................................................................................................................................................................................... 10
Letter Body 2 ................................................................................................................................................................................... 11
Edit or Delete a Letter ..................................................................................................................................................................... 12
LABELS / FORMS / ENVELOPES ................................................................................................................................ 13
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Labels .............................................................................................................................................................................................. 13
Create Folder Labels ........................................................................................................................................................................ 14
Forms............................................................................................................................................................................................... 18
THE STUDENT DATA GRID ......................................................................................................................................... 19
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INTRODUCTION
This class is about the creation of Labels, Letters and Reports. The Tyler Student System allows you to create these
items and merge them together for mailing purposes. This means that you construct your Labels, Letters or Reports and
then are able to link them to the student and parent database within this student system. The system merges your
Label, Letter or Report with student and parent addresses, or other available information from the database.
Once your Letters, Labels and Reports are created and merged you can print or e-mail them. E-mail will be an option
available through the Parent and Student Portal.
Go to the Student Data Grid
Select Students
Create Letter, Label or Report Run Letter, Label or Report Print or E-mail
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LETTER & FREE-STYLE REPORT CREATION
In this class we will learn to create labels, letters and reports in the Student System.
Letters – (add, edit, view and delete) can be e-mailed or printed from the system to students, parents, or staff
Labels – (add, edit, view and delete) can be created for mailing or folder/record purposes
Reports – (add, edit, view and delete) can be created to provide information on almost any aspect of student
and school records
1. Navigate to Reports > Student > Setup System Letters and Freestyle Reports
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THE REPORTS AND LETTERS SCREEN
Here you will see letters and reports that have already been created.
CREATE A LETTER
1. Select a letter type from the View drop-down list.
2. From the Area drop-down list, select an area to which the letter belongs.
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3. Check the Only View for Valid Usage Level box.
4. Click Add to add a letter. The Maintain Letter screen appears.
Name the Letter
1. Letter Properties Tab > Name field - Type a name for the letter
Describe the Letter
2. Letter Properties Tab > Description field - Type a description for the letter
Save the Letter to a Specific Area of the System
3. Letter Properties Tab > Area drop down box - select which area of the system to save the Letter to. The default is Database.
Letter Permissions – Choose Who Can View/Use the Letter
4. Letter Properties Tab > Usage Permission drop down box – select the level of permission / who can see and use the letter a. Private to Owner = available only to the letter creator b. Public for Site = available to department or school c. Public for District = available to the whole district
Page Orientation
5. Letter Properties Tab > Page Options field > Portrait or Landscape (the direction the letters should print on the page)
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Heading
6. Letter Properties Tab > Page Heading Options field > check box and set inches if the letter will printed on school letter head
Logos
7. Letter Properties Tab > Print Logo Options field > check the radio button above the selection of your choice to add a logo to
the top of the letter
Note: School logos and pictures can be uploaded to the system upon request, send your images to:
Student Name Format
8. Letter Properties Tab > Student Name Reverse check box > check this box to have the student’s name appear First to Last
(John Smith) instead of the default order Last to First (Smith, John) on the letter
HomeRoom Teacher
9. Letter Properties Tab > Print HomeRoom Teacher check box > check this box to have a student’s HomeRoom Teacher name
appear on the letter
Address Printing Options
10. Letter Properties Tab > Reporting Style > select the radio button beside one of three options; no address, address high,
address low without a header
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Address to Primary or Alternate Parents
11. Letter Properties Tab > Auto-Addressing > select the radio buttons to indicate whether copies of the letter should be
generated for the Primary Parents, Alternative Parents or both
Addressing Style Options
12. Letter Properties Tab > Addressing Layout Method > select the radio buttons to indicate your selections from the following
options:
Mailings in Spanish
13. Letter Properties Tab > For Families Requesting Mailings in Spanish > select the radio buttons to indicate your selection
from the following choices.
Note: The system does not translate letters in to Spanish; any Spanish letters must be typed in Spanish by the Letter
creator.
14. Letter Properties Tab > E-mail Options > use these options to send a letter via e-mail through The Parent or Student Portals
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Selections
Once all of your selections have been made click then click the tab
Letter Body 1
Use the Letter Body 1 area to write the main body of your letter. Letter Body 2 can be used for signature lines or
other data.
7500 Is the maximum number of characters allowed in each Letter Body area.
Don’t address the letters as that is already applied by our choices on the Letter Properties tab.
The Letter Writing tool is similar to Microsoft Word.
1. Click in to the body of the page to get a blinking insertion point and begin to type. You have a toolbar with options that allow you to pick fonts, font sizes, bold, italics, numbering, bullets, etc.
Sample Letter
This is a form field that will automatically
pull parent, student and teacher
information from the Tyler database.
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Fields
Similar to Mail Merge, Data Fields can be inserted in to the body of the letter. These fields pull information from the
Tyler Database and insert them in to the body of your letter. Parent, Student and Teacher names are commonly used
fields, but there are many to choose from.
To pull up the fields menu click on Actions > List Student Data Fields
The list will appear on the right side of the Letter Body screen
1. Click in to the body of the letter at the point where you wish to insert a field
2. Scroll through the list to find the field you want to insert OR type the first letter of the field name to jump to that
section of the list
3. Double click on the field to insert it
4. Once the letter is typed and formatted with the fields of your choice, click
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5. Click Letter to move to the next tab
Letter Body 2
Here the permission slip portion of the letter can be typed, when finished click or
There are also two tabs with which Spanish letters could be created if you are fluent in Spanish.
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Edit or Delete a Letter
Once the letter has been composed, it is available in the list of letters. Be sure that you are viewing either All or My
Letters
1. Click on the Pencil symbol to edit the letter
2. Click on the Trash/Recycling Bin symbol to delete the letter
Viewing
Options
Delete My Field Trip Letter Edit
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LABELS / FORMS / ENVELOPES
Labels
1. Navigate to: Reports > Labels / Forms / Envelopes
2. To view Labels / Forms / Envelopes that have been previously created, choose the option that you wish to work
with:
a. Click the down arrow in the TYPE drop down box
b. Click on Labels, Forms or Envelopes
Labels View
3. Navigate to: Reports > Labels / Forms / Envelopes
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Create Folder Labels
1. Click the button to begin, the following screen approves
2. Note on the right side of the screen, that by default only Active students are selected, but that can be changed
3. Fill out and select options on the Page Layout Tab
4. In the Name box type the name of your labels
5. In the Description box type a description of your labels
6. In the Usage Permission box, select whether the labels are private, available to your site, or available to the
district
7. You can select from a further variety of options (width, height, margins, etc)
8. Click when done
9. Select the Tab
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On the Data Print Options Tab, choose the items that you want to appear on the labels.
1. Primary Parent Address
2. Alternate Parent Address (Divorced or Separated Parents)
3. Proper Mailing Name (Chosen when Family and Student are registered in the system)
4. Primary Parent only (In the case of parents living together, this would select the one parent designated as head
of household)
5. Student Name
6. Custom Field plus Include Student Name
7. Change the student name to appear First Name Last Name instead of Last Name, First Name)
8. Put the Address in all Capital Letters
9. Automatically Sort zip codes and address
10. When all selections have been made choose and then or
The Print Option will allow you to preview your labels.
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Example Label Screen
10. Click the Print Icon in this window to send the labels to the printer.
The Print Window Appears
A. You can print to any
printer that you have
access to
B. Click OK once you have
made your selections
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11. You can also save your labels as Adobe .pdf files by clicking the save button
12. Name the file and save it
13. Click Done to the Labels/Forms & Envelopes main screen
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Forms
1. Navigate to: Reports > Labels / Forms / Envelopes
2. Select Forms from the drop down list
3. Click Add button to add a form. The Forms screen appears.
4. Name your Form in the Name box
5. Select the Level of Permission for viewing the Form (Private, School/Dept, or All District)
6. Click Apply
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7. Click the Data Print Options Tab
8. Click Custom Information and
the Custom Information Tab
will appear
9. Click on
The Custom Information Tab
10. Here you can compose your form
11. Click Apply when finished
12. The Form will now appear in
the list
THE STUDENT DATA GRID
Once Letters, Labels, Forms and Reports have been created, move to the Student Data Grid in order to select
the group of students that you want to distribute the letter, form or report to. Learn about using The Student
Data Grid in the Tyler SIS Student Data Grid document. Located on the KCPS website at http://www.kcmsd.net
>Departments > Information Technology > Training (on the right sidebar)